ViewSign Cloud User Guide Create and Send Envelopes

Create and Send Envelope

To create a new envelope (or documents you want to have signed), just click on “New Document” or directly click “Upload” on the Dashboard. In addition, if you upload a document via Microsoft Office Plugin (available in the user menu top-right), you can select it from the Clipboard.

To send an envelope you have to go through three steps:

1. Create envelope and define its workflow
2. Designer to place signature and form fields
3. Send Envelope

You also can save the envelope as Draft or Template.

(1) Create Envelope

When you create a new envelope, you can set at least the following parameters:

• Envelope: Name of the envelope and if you want to prevent the envelope from sharing in your team
• Documents: The documents in the envelope
• Recipients: define recipients and their order (sequential or parallel)

• Recipient Types:

• Needs to Sign: the recipient must sign the document to continue the workflow
• Receives a copy: the recipient gets a copy of the documents via email, the workflow continues automatically
• Needs to acknowledge: the recipient must open the document to continue the workflow
• Bulk: optional feature to split the document to send a unique document to recipients defined in the bulk
• Automatic Remote Signers: optional feature to sign with an automatic remote signature (For more information: Advanced User Guide)
• Needs to Sign (PKCS#7): optional feature to sign a document with a PKCS#7 signature (For more information: Advanced User Guide)

• Authentication: define if the recipient has to authenticate

• Access Code: The recipient has to enter the code to open the envelope (pre-shared code)
• SMS Code: The recipient receives a SMS with the one-time-password (OTP) to open the envelope
• Windows-Live Authentication
• OAuth / SAML / BankID as optional authentication methods (if available and configured)

• Personal Message for recipient and language
• Settings for Digital Remote Certificates, Disposable Certificates and SMS-OTP signature (optional)

• Message: Define the message and subject for the envelope
• Document Visibility: optional feature, which allows to define the document visibility defined by recipient (only if you use more than one document in the envelope and more than one recipient)
• Meta Data: if enabled, the sender can add metadata to the envelope (e.g. for hybrid use cases)

To create an envelope following steps are necessary: Name the envelope, upload a document, select one to many recipients, (additional) design a personal message. The next figures will show you exactly how to create an envelope.

The buttons “add bulk” and “bulk CSV template” are features, which are not part of every eSignAnyWhere plan. So you may not see these buttons in your eSignAnyWhere.

Additional information to the phone number of the recipient: The phone number of the recipient is connected with the following three phone number settings:

• SMS-Authentication (Authentication settings->SMS-Code)
• Disposable certificate (Additional details->Disposable Certificate)
• SMS-OTP Signature (Additional details->SMS-OTP Signature)

If you enter a phone number for the recipient, these three fields are also filled out. You can then either accept the phone number (default) or change the phone number for, for example, SMS-Authentication (custom). For more information please also see the video below.

(2) Designer

The Designer helps you to assign predefined signature fields of the document to the recipients and define additional signature fields and form fields.

• Recipients: Select a recipient for placing signature or form fields by drag and drop. Every recipient has its own color to be easily visible at the document preview.
• Form fields and predefined fields: signature field and form fields (e.g. text form, checkbox, radio button) and predefined field (e.g. initials of the recipient)
• Document: The document shows the pages of the envelopes documents and the placed elements (signatures and form fields) can be easily moved, edited (by clicking on it) and deleted (except predefined form fields of the uploaded PDF document).

The next figures show you how to add for example signature fields and textfields in the eSignAnyWhere viewer. In the video you see how you can position the fields and how you can change the settings of the form fields. For example we changed the settings of the first signature field in the video from Click2Sign to Draw2Sign (if you select more than one type, the signer can choose his signing method).